📨 Onboarding Form

The onboarding form defines everything that needs to be prepared for a new employee before their first working day. By submitting the form, you trigger account creation, device preparation, and (if applicable) procurement processes in deeploi.

The onboarding form consists of the following sections:

• 🙋‍♀️ Employee Information
• 💻 Device Assignment
• 📩 Submit Onboarding Form

Learn more about the onboarding process here.

🙋‍♀️ Employee Information

In the first step of the onboarding form, you provide the key information required to prepare the new joiner’s accounts and access. This includes selecting

• the employee’s first working day,
• the assigned bundle (which determines which software accounts will be created),
• the preferred company email address,
• and workspace details (more details below).

💡 Please note: If you do not want deeploi to create a new company email address, you can disable the option “Allow deeploi to create the company email address” and instead enter an existing email address that should be used.

👉 Workspace Information

Depending on your workspace setup (Google Workspace or Microsoft 365), you can also define additional settings during onboarding. These options allow new joiners to be automatically added to the correct structures from day one, such as distribution lists, shared drives, or collaboration spaces.

Google

For Google Workspace, you can assign organizational units and Google groups. More information about organizational units here and about Google groups here.

Microsoft

For Microsoft 365, you can assign Microsoft 365 / Entra groups and required licenses. More details about groups here and licenses here.

💡 Info: We can also take care of Microsoft 365 license procurement for you, so licenses are assigned automatically during onboarding. More information here.

💻 Device Assignment

In the second step, you decide whether the new joiner should receive a device as part of their onboarding.

If you select “No Device”, the employee will automatically receive a light license (more details here). If you choose “Add Device”, additional options become available. You can assign multiple devices if needed, for example a laptop plus a phone or external screen.

You can choose out of three device types:

• Inventory Device: Inventory devices are devices that have already been registered with deeploi and are currently not assigned to any employee. These devices are “in stock”.

  💡 Info: If a device is still assigned to an employee who is leaving shortly before the new joiner starts, please select “New Device” instead. This ensures proper registration reminders and setup instructions are sent.

• Buy / Rent Device: You can also buy or rent new devices through deeploi’s procurement partners. The standard catalog includes devices that are typically delivered within around two weeks. If you need a custom device that is not listed, you can request it separately. Please note that custom devices usually have longer delivery times. More information about device procurement is available at the end of this page.
• New Device: This option is used for devices that have not been registered with deeploi before, or were not purchased through deeploi. You simply select the correct operating system (Windows, macOS, iOS) and can add notes to help with assignment and setup.

📩 Submit Onboarding Form

Before submitting, you’ll see a summary of all selected options.

• If something isn’t correct, click “Back” (lower left) to make changes.
• If everything looks good, click “Submit” (lower right) to start the onboarding.

🛍️ Device Procurement

Devices are grouped into categories such as laptops, tablets, phones, and peripherals, with recommendations labeled Basic, Advanced, or Performance to help you choose the right option. 

If you need a custom device, use the request form at the bottom and provide all required details. Note that custom devices typically have longer delivery times.

⚠️ Attention: Selecting new devices is a request only, you'll receive a checkout link with prices and delivery times. Orders are confirmed only after completing checkout.